Fleet Office Coordinator I, II, III - Fleet Operations Division

Texas Department of Transportation-posted about 15 hours ago
Full-time • Entry Level
Lufkin, TX
5,001-10,000 employees
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Performs highly advanced technical and administrative support and other related work within the Fleet Operations Division. Provides general oversight of administrative aspects of fleet management, including maintenance of fuel cards, key valet, equipment, and inventory. Work usually involves confidential and sensitive correspondence and communications. Work may require contact with private entities and the public. Employees at this level establish their own work plan and priorities to meet set objectives. Issues are rarely referred to the supervisor but are handled at the occurrence.

  • Answers the telephone, evaluates requests, answers questions, and routes messages.
  • Provides technical assistance to others in using personal computer and/or software applications.
  • Assists with oversight of pool management, fuel cards and key valet processes.
  • Processes surplus equipment and orders minor equipment for district.
  • Processes employee reimbursements.
  • Maintains material inventory.
  • Establishes priorities and makes assignments.
  • Independently handles a wide variety of situations that often cannot be brought to the immediate attention of a supervisor.
  • Monitors and maintains suspense logs, records and various files.
  • Operates a variety of office machines.
  • Provides administrative support and maintains a close and highly responsive relationship to the day-to-day activities of supervisors and staff.
  • Receives, sorts, opens, evaluates content and distributes the mail.
  • Reviews, prepares and/or negotiates applicable program purchases for services, office materials, supplies, tools, or equipment and monitors service agreements.
  • Processes receipts and invoices for payment.
  • Schedules and coordinates meetings and appointments; makes travel arrangements, and completes travel expense vouchers, reports, and account reconciliation.
  • Performs other job responsibilities as assigned.
  • Composes and prepares correspondence and applicable recurring or special one-time reports requiring an understanding of technical matters and confidential sensitive communications.
  • Monitors equipment mileage and service records.
  • Trains other clerical or technical staff.
  • Coordinates and tracks the progress of projects and/or specialized programs and informs supervisor or other Department officials of status.
  • Monitors the use of equipment and transfers.
  • Compiles information and reports summarizing statistical data.
  • Assists other offices remotely in the absence of other fleet office coordinators.
  • High School Grad or Equivalent in general education.
  • Office Coordinator I - 1 year in clerical, administrative support, or related experience.
  • Office Coordinator II - 3 years in clerical, administrative support, or related experience.
  • Office Coordinator III - 5 years of experience in clerical, administrative or related experiences.
  • (Experience can be satisfied by full time or prorated part time equivalent). College education and/or relevant technical training may be substituted for experience on a year per year basis.
  • Valid driver’s license. This position requires driving a state vehicle.
  • Considerable knowledge of: Office management practices and procedures, Applicable laws, rules and regulations, Purchasing methods and procedures
  • Proficient skill in: Composing correspondence and technical documents, Maintaining effective working relationships with others, Dealing courteously and effectively with the public, Using personal computers and applicable programs, applications and systems, Maintaining a safe working environment, Communicating effectively, Protecting sensitive and confidential information
  • Proficient skill in: Researching, analyzing, and interpreting policies and state and federal laws and regulations specific to functional area, Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
  • Extensive knowledge of: Office management practices and procedures, Applicable computer systems and applications, Compensation, payroll and timekeeping, Purchasing methods and procedures, Applicable laws, rules, and regulations, Administrative support practices and procedures to include writing, editing and report writing techniques, recording meeting notes, record keeping and records management
  • Proficient skill in: Preparing technical/statistical reports, Coordinating and implementing special projects, Training others in efficient office management practices and procedures
  • Previous automotive, diesel or equipment repair shop experience
  • Purchasing experience
  • Shows initiative and action beyond what is required to improve products or services
  • Is a self-starter and completes assignments independently without supervision
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